Documentation Services Associate

The responsibility of the Documentation Services Associate is to provide clerical support for the patient care functions of Hudson Valley Hospice in the assigned department. 

What you will do:

• Answers phone calls directed to Documentation Services professionally and accurately carries out the request of caller.
• Contacts clinical staff for patient/ family calls and requests, acting as a backup for the receptionists.
• Responsible for generating physician orders and ensuring that orders are returned within 30 days of the original physician order.
• Assists the Documentation Services Specialist in obtaining signed certifications of terminal illness within eight days of admission to Hospice by providing a periodic list of outstanding certifications.
• Shares in the responsibility for ensuring that physician signatures on recertifications are obtained within two (2) days of the next recertification date.
• Generates a weekly signature file for the Hospice Medical Director containing needed DNRs, certifications, recertifications, prescriptions, and other documents.
• Creates an accurate weekly team agenda a minimum of one day prior to the team meeting
• Begins chart admission checklists within agency guidelines.
• Processes all physician orders, sends to a physician for signature/tracks returned orders according to policy and state and federal regulations.
• Generates a daily Census report by compiling information and running reports.
• Faxes out requested documents and plans of cares from patient charts.
• Uploads documents into the patient’s chart.
• Sends death notice correspondence to physicians in a timely manner.
• Sends hospital letters daily to contracted facilities for billing purposes.
• Effectively processes Department Emails daily and distributes physical mail within the agency.
• Assist with ordering durable medical equipment, ordering lab supplies and preparing CADD pump requests.
• Coordinates tasks and guidance to assigned office volunteers.

Skills we are looking for:

• Ability to prioritize well.
• Capability to effectively communicate verbally (in person and by phone) and in writing – good phone etiquette.
• Ability to work effectively and cooperatively, independently, and as a team member.
• Possess excellent attention to detail, ability to follow oral and written instructions, sound judgment in the implementation of procedures, and a professional office demeanor.
• Bi-lingual is a plus!

Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Normal office conditions
• Transports mail to the post office or mailbox, as needed.
• Ability to provide transportation for self and access public buildings to pick up and/or deliver materials.
• Ability to carry up to twenty-five pounds of supplies and/or materials when needed

Education & Experience we are looking for:

• Has experience working in a medical office, hospital, etc., and/or possesses a good working knowledge of medical terminology.
• At least one (1) year of clerical experience, including typing, filing (alphabetical & chronological), and reception.
• At least one (1) year of computer experience, including the ability to use word processing and database software.
• Is proficient with accessing and navigating email, internet, and setting up files and folders on the computer.

Hours: Full Time (40hrs/week); Monday-Friday (8:30am-4:30pm)

Pay: $20-23/hr

FLSA: Nonexempt

Benefits: Medical, Dental, Vision, 24 Days of PTO, Tuition Assistance and more!

Hudson Valley Hospice is an Equal Opportunity Employer